Applications due 07/07/26
Job Description:
Date posted: June 25, 2026
Location: Bellingham, WA 98226, USA
Position Summary
Bellingham Bay Swim Team (BBST) is seeking an organized, detail-oriented, and community-minded professional to serve as our Operations & Community Engagement Coordinator. This position plays a vital role in supporting the day-to-day operations of our competitive swim team while fostering an exceptional experience for swimmers, families, coaches, sponsors, and volunteers.
The ideal candidate is equally comfortable managing financial records and administrative systems as they are coordinating events, supporting volunteers, creating social media content, and helping further a strong team culture.
This position reports directly to the BBST Head Coach and Board of Directors and works closely with coaches, team leadership, volunteers, sponsors, and families.
Key Responsibilities
Financial & Banking Operations
- Maintain financial records and supporting documentation.
- Process payroll and reimbursements.
- Process accounts payable, including pool rental fees, USA Swimming fees, meet entry fees, vendor invoices, and other team expenses.
- Manage deposits, banking transactions, and payment reconciliation.
- Reconcile PayPal, Venmo, ACH, and credit card transactions.
- Track and document all financial activity.
- Prepare monthly financial summaries and assist the Treasurer with financial reporting.
Billing Administration
- Manage swimmer billing through Sports Engine.
- Process monthly dues, meet fees, gear charges, and discounts.
- Communicate billing summaries to families.
- Monitor outstanding balances and support collections efforts.
- Maintain accurate billing records and account updates throughout the season.
Swim Meet Financial Management
- Coordinate financial transactions related to away and hosted meets.
- Track meet revenues and expenses.
- Prepare required post-meet financial reports and income statements within established timelines.
Registration & Compliance
- Manage annual swimmer registration and ongoing athlete enrollment.
- Process USA Swimming registrations and renewals.
- Submit Outreach applications and documentation.
- Maintain compliance with USA Swimming and Pacific Northwest Swimming requirements.
- Review and update Sports Engine permissions and access levels.
Administrative Operations
- Attend weekly in person staff meetings with coaching staff.
- Prepare monthly administrative reports for Board meetings.
- Schedule meetings, prepare agendas, and record minutes.
- Manage administrative communications and team email accounts.
- Collect and distribute mail.
- Maintain practice group roster lists, email groups, and website content.
- Conduct periodic reviews to ensure website information remains current and accurate.
Records & Asset Management
- Update team record boards and athlete recognition displays.
- Maintain and refresh team trophy and awards displays.
Social Media & Marketing
- Develop and implement a year-round social media strategy.
- Create engaging content highlighting swimmer achievements, team culture, sponsors, and events.
- Promote registration periods, fundraisers, swim meets, and community outreach initiatives.
- Monitor engagement metrics and maintain consistent team branding.
Sponsorship Management
- Support sponsor recruitment and stewardship efforts.
- Maintain sponsor relationships and fulfillment of sponsorship benefits.
- Create sponsor recognition materials and content.
- Coordinate sponsor visibility at meets, events, and digital platforms.
- Track sponsorship renewals and engagement opportunities.
Volunteer Coordination
- Organize volunteer schedules for meets and team events.
- Communicate volunteer expectations and responsibilities.
- Collaborate with Board members to recruit, engage, and retain volunteers.
Event Planning & Execution
- Coordinate logistics for swim meets, banquets, fundraisers, and community events.
- Manage event registration, promotion, setup, and execution.
- Ensure events reflect BBST’s mission and values.
Swimmer & Family Experience
- Support onboarding and orientation for new families.
- Assist coaches with initiatives that strengthen team culture outside the pool.
- Coordinate recognition and appreciation efforts.
- Develop programs that foster camaraderie, inclusion, and positive family engagement.
Qualifications
- Strong organizational and project management skills.
- Experience with bookkeeping, billing, or financial administration preferred.
- Excellent written and verbal communication skills.
- Proficiency with spreadsheets, databases, and cloud-based software.
- Experience with social media content creation and digital communications.
- Ability to manage multiple priorities and meet deadlines independently.
- Ability to maintain productivity in a remote work environment.
- Comfortable working with volunteers, families, and community partners.
- Experience with TeamUnify (Sports Engine), youth sports organizations, competitive swimming, nonprofit administration, or event coordination is highly desirable.
Compensation
Compensation is competitive and will be based on experience, qualifications, and the scope of responsibilities assumed.
About BBST
Bellingham Bay Swim Team has served Whatcom County swimmers for more than 30 years, providing high-quality coaching, athlete development, and a positive team environment. BBST is committed to developing confident athletes, fostering lifelong skills, and building a supportive community both in and out of the water.
How to Apply
To Apply
Please submit the following to [email protected] by July 7, 2026.
- Resume
- Brief cover letter outlining relevant experience and what most interests you about this role
- Three professional references
Contact Information
